Migration

Migration in general. (Please read carefully.)

First of all: For your own security, we strongly recommend always working with a backup copy when importing! Simply duplicate your alfons folder or zip the directory. Currently, there is no "undo" function during import processes, so any errors cannot be reversed with a single click. Data migration, or exporting from one file and importing into another, initially sounds like a straightforward process, and we would like to offer our users a simple button that does the right thing. However, whenever the data models of the source and target files do not exactly match, a direct and uncomplicated transfer of data from one file to another is no longer possible. It doesn't matter if it's just two different versions of alfons; the two data models simply remain different: individual fields have different names, the source has more fields than the target, or vice versa. To minimize the amount of technical details that burden you as a user, alfons offers a migration assistant for version upgrades. However, even this assistant can sometimes overlook important details. For example, should old invoices be imported with their original invoice numbers, or should they be integrated into new invoice numbering systems that you may have recently changed? Therefore, before each import, especially with sensitive data such as invoices, it's crucial to carefully determine what should happen to the imported data. Generally, it's highly recommended that when switching to a new version of alfons, you first import the data from the old version and only then proceed with further work based on this data. This is particularly important for the index and invoice numbers to prevent gaps or duplicates. While a later import or merging of two different datasets remains possible, it will require thorough review and, if necessary, manual corrections. Therefore, you should only consider these options if they are unavoidable or if you enjoy doing them ;-)

Specifically: Migration from Beta 10 to the current Beta 11.

Beta 11 represents the biggest leap in alfons' development to date. However, this leap also brought countless changes – especially for experienced users who are already somewhat familiar with alfons. To minimize the number of questions and technical details you may encounter, there is a migration assistant. This converts the old data model to the new one and transfers your existing data to the current Beta 11. Since the migration process is very complex and alfons is still in beta, complications may arise. If the import using the migration assistant is unsuccessful for you, a corresponding "Plan B" is provided at the end of this page.

[Note: The last sentence about the migration assistant is unrelated and should be omitted.] #### The steps for using the Migration Assistant

The Migration Assistant helps you restore and import from older alfons versions.

Please start your "old" alfons, i.e., Beta 10, create a backup, and then close the program. A file named "alfons-backup.fmp12" should now be located in the alfons Beta 10 folder.
Switch to your new alfons folder, i.e., Beta 11, and create a backup copy or zip the folder for safety.
Move the file you just created, "alfons-backup.fmp12," to the alfons Beta 11 folder.
Open alfons Beta 11 and launch the Migration Assistant.
If in doubt, leave all settings as they are or make specific changes: "Delete and Import Backup" deletes all existing data records in the respective module and imports them from the source file. "Append Data" leaves the data in the respective module untouched and appends the new data from the source file to the end. "Ignore and Do Not Change" leaves the respective module untouched. Nothing is deleted and nothing is imported.
Click the "Start Import…" button to initiate the actual import process. You can monitor the individual steps in the small status window if needed.
Once the import is complete and a corresponding message appears in the status window, you can close the Migration Assistant by clicking the "Finish Import" button. 8. Please check the results for accuracy.

Something's not working.

If the migration assistant lets you down, the import result is unsatisfactory, or other errors occur, fortunately there's a plan B.

You can perform individual imports at any time and in all modules. This method may initially seem complicated and cumbersome, but it gives you complete freedom, for example, when importing data from sources other than alfons.

Please select "Import Records…" from the File menu (or File menu on a Mac).

For a manual import, you map the fields from your source to the corresponding target fields in alfons.

Here's some basic information: If you want to import data into alfons Beta 11 from a source that isn't also alfons Beta 11, the source and target fields must be mapped accordingly. alfons always tries to find matching field names first; where this fails, manual adjustments are necessary. This means you move the individual fields up or down until the correct pairs share a common row. If you do not want to import data from a source field in a specific case, you can click the small arrow in the middle column to prevent the import for that field. Furthermore, alfons also contains numerous fields that do not allow import at all, for example, because they are calculated automatically. In these cases, the arrow is grayed out.

![[alfons_migration3.png]]

Click Import.

![[alfons_migration4.avif]]
Before the actual import, a small dialog box will appear. If you are importing data from another application, you should activate "Perform automatic input options." For imports from another alfons installation, you should deactivate this option. Background: When a new invoice is created in alfons, for example, it naturally receives a new, unique invoice number, a creation date, and other attributes. The automatic input options would partially update/change this information, which is obviously undesirable.

A general, important note about imports.

[!NOTE] Info

Imports can often be more complex than expected. This is most clearly illustrated with invoices: If, for example, you already have invoices in your POS system and import more, a problem with the invoice numbers will inevitably arise, as they will no longer be sequential and consistent. Technically, alfons could perhaps change the invoice numbers of the imported invoices to ensure seamless continuation, but your tax advisor and the tax office would not be pleased. Therefore, please always use these options with caution!

Other possible causes of errors.

| Error | Solution |

| ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |

| In isolated cases, a backup file may not be able to be written to the alfons folder due to insufficient write permissions.

Option 1: Please assign the appropriate permissions to the directory.
Option 2: Create the backup manually by clicking "Save a Copy As…" in the File menu (or File menu on a Mac). You can then save the file in a different location, ideally directly in the alfons Beta 11 directory.

An error message appears when trying to start the Migration Assistant.

Is your backup located in the alfons Beta 11 folder?
Did you create the backup with Beta 10 or Beta 11?
(Older betas are not supported.)

It's still not working despite everything :-(

Since the continued use of your data is essential, there is a Plan C: Our support. For data protection reasons, we are of course unable to perform any imports for you, as we would need your data for this – even though it would be the easiest task for us. However, as an alfons pro user, you benefit from our support, which we can extend via telephone and TeamViewer if necessary: support@alfonsapp.de